Executive Recruiting Coordinator Senior

USAA•San Antonio, TX

2d•Hybrid

About The Position

USAA is seeking an Executive Recruiting Coordinator Senior to provide specialized, high-touch administrative and operational support for the talent acquisition process for executive and business critical roles. This role involves managing complex interview scheduling across multiple time zones, coordinating logistics for recruiting activities, and maintaining accurate candidate data in the Applicant Tracking System (ATS). The position ensures timely communication among recruiters, hiring leaders, and candidates, contributing to an efficient and consistent recruiting process and a positive stakeholder experience. This role offers a flexible work environment requiring the individual to be in the office 4 days per week and is based in San Antonio, TX, with relocation assistance available.

Requirements

High School Diploma or General Equivalency Diploma.
4 years of progressive work experience in staffing, general human resources, and/or account relationship management, to include knowledge of applicable employment laws.
Demonstrated experience with calendar management and/or prioritizing tasks, manage multiple calendars, and meet deadlines in a fast-paced environment.
Excellent communication and interpersonal skills, with the ability to build positive relationships and a commitment to delivering a high-quality candidate and hiring leader experience.
Ability to maintain confidentiality and handle sensitive information with discretion.
Highly proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and experience working with Outlook or other calendaring software.
Strong attention to detail and accuracy, with experience coordinating cross-functional tasks or projects.

Nice To Haves

High End Retail Customer Facing Experience – Customer facing experience representing a premier brand where customer satisfaction is non-negotiable sets you apart for this role.
Exceptional Organizational and Calendar Management Skills: Beyond basic scheduling, the ideal candidate excels at managing complex interview schedules across multiple time zones, anticipating conflicts, and proactively finding solutions. They are adept at juggling numerous competing priorities without dropping the ball or losing their composure.
"White-Glove" Candidate and Hiring Leader Experience: The ability to provide a truly high-touch, concierge-level experience for executive candidates and hiring leaders is crucial. This includes meticulous attention to detail in communications, itineraries, and overall process management, ensuring a seamless and positive experience.
Proficiency in ATS and HR Systems: Deep knowledge and efficient use of Applicant Tracking Systems (ATS) are essential for maintaining data integrity, compliance, and generating reports. Experience with other HR systems related to pre-employment and onboarding would also be a strong asset.
Experience with Pre-Employment and Onboarding Processes: A thorough understanding and practical experience in initiating and managing background checks, drug screenings, I-9 verifications, and coordinating new hire orientation activities are key. The ability to manage escalations or suspensions for candidates who don't meet requirements is also important.
Proactive Problem-Solving and Process Improvement: The ideal candidate won't just follow processes; they'll identify opportunities for improvement, leverage technology to optimize efficiency, and proactively resolve potential issues before they impact the candidate or hiring leader.
Discretion and Confidentiality: Handling sensitive candidate and hiring information requires a high level of professionalism, discretion, and a commitment to maintaining confidentiality.
Mentorship and Training Ability: The ability to train, coach, and provide feedback to junior recruiting coordinators would set a candidate apart, demonstrating leadership potential and a commitment to team development.
Experience with High-Volume Coordination (Even for Senior Roles): While this role supports executive/critical roles, experience in high-volume environments provides valuable insights into efficiency and process optimization that can be applied to more complex scenarios.
Understanding of Employment Law Basics: While not expected to be an expert, a foundational understanding of applicable employment laws is beneficial for ensuring compliance in recruitment and onboarding processes.

Responsibilities

Serves as the primary coordinator for executive and business critical hiring, providing high-touch support across recruitment and onboarding processes to ensure a seamless, efficient, and white-glove experience for both candidates and hiring leaders.
Orchestrates intricate coordination of complex interview schedules involving diverse stakeholders, strategically planning logistics across multiple time zones, arranging travel, lodging, transportation, and creating polished detailed itineraries that showcase our company culture and values.
Provides concierge-style support to executive and highly specialized or advanced experienced candidates, guiding them through the recruiting and onboarding process ensuring they feel valued, informed, and supported throughout each stage.
Maintains accurate and up-to-date requisition and candidate data in the Applicant Tracking System (ATS), ensuring data integrity, compliance with company policies, and adherence to legal requirements.
Safeguard sensitive candidate information and uphold confidentiality standards.
Initiates and manages more comprehensive/extensive pre-employment background checks, drug screenings, and onboarding activities (processes and assists with onboarding activities (e.g., new hire orientation coordination, I-9 verifications and licensure) ensuring smooth transitions for executive and highly specialized new hires.
Provides direct administrative support to recruiters, including creating offer letters, preparing onboarding materials, and managing expense reports.
Monitors I-9 completion status, ensuring timely follow-up and completion of required documentation to clear candidates for employment.
Manages escalation or suspension processes for new hires who fail to complete requirements within established timelines.
Assists with preparation and maintenance of operational reports and recruitment/onboarding metrics, providing data to support decision-making and track progress against goals.
Monitors onboarding completion status and manages escalation as needed.
Participates in process efficiency improvement initiatives related to the interview lifecycle and onboarding processes, supporting enhancements to the candidate and hiring leader experience, and the development of best practices.
Proactively identifies and resolves potential scheduling conflicts, anticipating hiring leaders or candidate needs to ensure a seamless and positive interview/onboarding process.
Leverages technology and innovative solutions to optimize scheduling efficiency and enhance the overall candidate experience.
Provides training, coaching, and feedback to junior Recruiting Coordinators to elevate service delivery and team performance.
Ensures risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures.